Background

The Parks and Recreation Master Plan Framework and Planning Process will respond to the motions approved by Council during the City of Ottawa 2006 budget deliberations to:

Identify the key elements of a Parks and Recreation Master Plan with particular attention to gaps in these elements;
Identify the steps necessary to complete the various elements to create a Recreation Master Plan;
Report on access to basic recreation services and the barriers to participation particularly for low-income families,

And will be consistent with the directions approved as part of the Framework and Planning Process report to Committee and Council in April 2008.

Purpose

During Phase One of the planning process for completing a Parks and Recreation Master Plan, the Steering Committee will provide direction to a Project Team on the preparation of white papers on key service areas identified in the Master Plan Framework that will propose positions in answer to key questions that will guide the service delivery model for recreation services in the City of Ottawa over the next 10 to 15 years.

Mandate of the Steering Committee

The Steering Committee will:

Refine the scope of the project consistent with directions approved by Council
Develop a workplan and timelines
Identify stakeholders and service delivery lines
Identify resource requirements for the project
Provide direction to Project Team
Recommend public consultation options
Sign off on all planning documents and other materials produced by the Project Team.

Steering Committee Membership

The Steering Committee will be composed of up to seven members and will be supported by a project manager. The membership will consist of:

Two City Councillors comprised of:

Chair, Community and Protective Services Committee
One Member, Community and Protective Services Committee

Chair, Parks and Recreation Advisory Committee;
Two representatives from broad academic/governing body community (ie. Universities, PRO, CPRA, Sports Canada, etc.)
Director of Parks and Recreation (chair);
Project Manager

Roles and Responsibilities

Chair

The Chair will act as facilitator and final authority for disposition of items. The Chair will ensure that meetings run according to schedule and that items considered by the Steering Committee have a clearly defined decision or output. The Chair will be responsible for providing staff with direction for next steps as a result of Steering Committee decisions. The Chair will communicate with the appropriate staff from the Deputy City Manager’s Office.

Steering Committee Members

Members are expected to seek input from their networks and keep them informed of the progress of the Committee. Members will be expected to prepare for meetings, contribute to the discussions and provide feedback from the networks that they represent.

Project Manager

The Project Manager will be responsible for managing the agenda and timeliness of the deliverables. The Project Manager will act as the communication link between the Staff Working Team and Steering Committee. The Project Manager will also manage the record of decisions and distribution of minutes.

Decision Making

The Steering Committee will operate on a consensus decision-making model wherever possible. Where no consensus is reached, the Chair will have final authority on decisions.

Frequency of Meetings

Meetings will be held on a regular basis.

Resources

Additional resources to support Committee may be called upon to provide expertise, including but not limited to:

Representatives of Parks and Recreation Management Team
Staff working in specialty disciplines, ie. Special needs, seniors, etc.

Representatives from other Departmental projects, ie. Children and Youth, Seniors, Community Development, Immigration, Aboriginal, Physical Activity, etc.)

Representatives from Centres of Expertise

Director, Real Property and Asset Management
Director, Surface Operations, Public Works and Services
City Solicitor, Legal Services Branch/Risk Management Division

Timelines and Deliverables

2008

Report to CPSC and Council on Parks and Recreation Master Plan Framework and Planning Process, the Terms of Reference for the establishment of a Steering Committee for a Recreation Master Plan.
Confirm Steering Committee Membership
Establish Project Team and corresponding governance structure.
Develop and distribute Orientation Binder to Project Team, containing Terms of Reference, Membership List, background reports on current recreation policies and strategic directions, future agendas, minutes, etc.

Identify stakeholders and service delivery lines for inclusion in white paper development.
Develop public consultation options.

Finalize project scope.
Establish workplan and timelines, identifying key milestones.

2009

Completion and sign off by Steering Committee on four white papers developed for each of the key service areas:

Funding/Subsidization Strategy
Revenue Strategy
Accessibility Strategy
Service Delivery Strategy.

Key Strategies and Policy Directions Report to CPSC and Council for Approval

Phase 1 – Final Report identifying overall vision, key directions and specific strategies within each of the four service areas.

2010

· Service Delivery and Implementation Plan Report to CPSC and Council for Approval

o Phase 2 - A Service Delivery and Implementation Plan to address the 4 strategies approved in Phase One will be presented to Council for approval in the winter 2010.

· Next steps to be determined based on Council direction.